Productivity
Productivity Consulting and Leadership Coaching for business and nonprofits - get your most important work done. Collaborating with leaders and their teams to become more strategic, focused and productive. Leadership and Board Coaching, Strategic Planning Facilitation, Productivity Coaching and Consulting, Professional Speaker.
Productivity Coach, Productivity Consultant, Leadership Coach, Executive Coach, Business Consulting, personal productivity, time management, nonprofit, board coach, collaboration, strategic planning, facilitation, change management, leading productive teams, project planning, board development, volunteer engagement, association management, workplace productivity, executive director.
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Productivity

improve efficiency

When I think of improving efficiency  I think of when I was in college and learned about the time and motion studies of the 1950’s.  I envision Lucy and Ethel wrapping chocolate on the production line.  And then I think that no one wants to live life with so much constraint that we are more machine than human.  However, so many of my clients tell me they want to be more efficient.

I am a big fan of putting rote tasks on autopilot so that our energy can be put towards creative process and enjoying life. I am embarrassed to tell you this, (but will because perhaps it might help,) but I’m always looking at how to do things in the fewest steps.

I will exemplify this with a task we all do – emptying the dishwasher. I’ve observed many people empty the dishwasher – I do it differently.  And I typically get it done in the time it takes to brew a couple cups of coffee.

  1. I work from the bottom up so that if water spills out of something it’s not going to get anything below it wet.
  2. I unload in groups –the silverware into my hand and then direct to the silverware drawer
  3. I place things on the counter at the location it will be put into
  4. I unload completely, then I put away. I’m only opening the drawer or cabinet once and I’m putting everything away at one time
  5. And I make it a game to see how fast I can do it. It’s fast and it’s done.

I waste not a moment on something as routine as unloading a dishwasher.

Now let’s apply that to our work.

  • How can I process my email as efficiently as possible?
  • How can I keep my to-do list as streamlined as possible?
  • How can I make my meetings as effective as possible?

I’ve blogged about all of this and I’ve linked the above questions to those posts.  What I’m addressing here however is how to create systems and processes to be most efficient, streamlined, and effective.

Creating efficient systems

  1. Notice it – recognize the opportunity. Don’t assume you can be efficient without thinking about how to be more efficient. Awareness is the first step!
  2. Analyze the steps. Is there a better, faster, more effective way to do something?  Can you eliminate, combine, or change the order of doing something.
  3. Do – Assess– Adjust. Try it out, practice, watch, question. Shift, try something else.  Keep modifying until you get it right.
  4. Practice and Repeat – use the system until it becomes routine and you don’t have to think about it. Watch your stopping and starting. Stick with a task until it’s done, or at least until there is a logical stopping point.

Sometimes having a productivity coach or organizing consultant helps. We work with our clients to help them develop the best ways to improve efficiency.

 

healthy productivity

It’s a hard time of year to be productive.  There are so many distractions!  Instead of trying to do it all, how about doing what you have to do well, and setting yourself up to have a truly healthy and happy holiday season.

Be realistic about how much you can get done between Thanksgiving and New Year’s and create a plan to get it done:

  • Use your to do list to support you in identifying the work that has to get done
    • While I’m a HUGE fan or organizing your list in order of priority I know some of you chose other approaches.
    • Simple solution – use your Sharpies for colored stars – red for “must be done before Christmas” and green for “would love to do before Christmas.”
  • Set deadlines on your important work – those red star projects. Then assess
    • Can I get this all done and still do everything else I want to do (parties, shopping, decorating)?
    • If not, reassess and be realistic about what you can really accomplish
  • Choose non-essential work carefully – don’t have unrealistic expectations
    • Ask yourself “what’s the worst thing that would happen if I don’t do this before New Year’s?”

Protect your off-time. When not at work or working:

  • Know that your office won’t fall apart if you don’t check your email
  • If you check your email and there is something you want to do, do it and get it done, but don’t feel like you have to do more than that.
  • Stay present – remove the temptation of distraction
    • When out or doing something fun, use the Do Not Disturb on your phone
    • Keep your phone in your purse or pocket… or gasp (leave it in another room, in the car or somewhere out of reach!)

Prep for an easier reentry:

  • Going out of town or taking a few days off? Prep for leaving.  Coming back to a clean slate, both physically and digitally, will help you get back into action much more quickly. Before you leave, take an extra hour or two to:
    • Clear your desk
      • Throw your trash/recycling away
      • File papers you want to keep for future reference
      • Put your current projects into their own folders and set them in a project file holder
    • Clear your email inbox
      • Delete the trash (yes – get the JUNK out of your inbox!)
      • File emails you want to keep for future reference (Make a 2019 folder and put it all there…)
      • The only thing left in your inbox will be things you need to address when you get back. Now you have a fighting chance!
    • Work harder to finish your “must do before Christmas” so you can take time off and really relax and enjoy yourself.

Wishing you a healthy and productive holiday season.

  1. Google Calendar
    • Because it syncs flawlessly with my iPhone.
    • Because of the new REMINDER feature that reminds me of tasks I need to do on a specific day.
    • Because I can paste a phone # or Zoom link into the location field.
  2. Apple Watch
    • Because I can keep my phone on silent and my wrist vibrates when I have a call or text.
    • Because I can quickly find my iPhone at any time by pressing one button (iPhone pings!)
    • Because I now don’t need to have my phone with me all the time.
      • I really value that I can get help or be reached in the case of an emergency.
      • And I love that I don’t have to carry a pocketbook and can pay for things with Apple Pay.
  3.  Evernote
    • Because it’s easy to manage my tasks and change my categories as needed.
    • Because it’s easy to manage a project in a note.
    • Because it’s easy to find the notes I take!

Productivity Tools I WANT for Hanukkah/Christmas – The ability to mark my texts as UNREAD….The ability to mark my texts as UNREAD…The ability to mark my texts as UNREAD…The ability to mark my texts as UNREAD….

 

Managing Over

This week I’m sharing content from an another article I was featured in. Thanks again to Kathyrn Vasel, of CNN Business for the great article on How to shut down an over-talker at your next meeting.

 

(CNN)Meetings can be a bore, but they can really drag on when someone is talking too much or going off topic.

If one person dominates the conversation, it can deter others from speaking up and mean missing out on new ideas and getting a variety of opinions.
“I’ve never led a team where there isn’t some degree of someone who is an over-talker,” said Ellen Faye, a productivity and leadership coach.
Leaders need to learn how to manage a meeting. They need to take charge when someone goes off the rails, but they also need to tread carefully when it comes to reining the person in.
“You want meetings to be useful, and if you have someone who goes on and on — that meeting has become non-productive,” said Faye.

Set a firm agenda

It’s easier to keep people on track with a comprehensive agenda that includes topics and time frames. It provides a blueprint to what will (and won’t) be discussed, which can help people stay on topic.
Set the tone of the meeting from the start: Telling attendees that you plan to keep things moving and on topic can make people more aware of their speaking time and make it less awkward if you have to step in.

Create time limits

Setting parameters can also help curb over-talkers.
You can request that people keep their comments to around one minute or two, or that they share their top thought and then move on to the next person, Faye recommended.Another option is to outline that you want to hear from each participant at least once, but no more than three times.
“That way, everyone is compelled to speak up and participate, but the over-talkers will be more limited,” said Faye.

Steer them back on track

We can all get into the weeds sometimes and risk getting bogged down with details that aren’t relevant.

If that’s happening, Faye suggested saying something like: Those are great details to work on. Let’s keep a note of that for later.
“It takes a leader with confidence to know when enough is enough,” she said.

Create a ‘parking lot’

Making sure participants feel heard is important, but sometimes their ideas just aren’t relevant to the topic at hand.

Those ideas can be sent to a “parking lot,” which is a list you create, either on paper or for everyone to see.

This validates an idea, but keeps the conversation on topic. Just make sure to circle back to the parking lot at the end of the meeting.

“The actions in the parking lot need to be forwarded in some way,” advised Hallie Crawford, a certified career coach. That could mean moving an ideato the next meeting’s agenda, assigning someone to look into it, or dealing with it via email.

Politely interrupt

If there’s a serial over-talker or someone has been going off on a tangent for several minutes, it could be time to interrupt — just be polite about it.
If someone is being verbose and not getting to their point, Crawford suggested saying something like: “Joe, if I can interrupt, I think that is a great thought. Do you have any recommendations of how we can implement that plan or strategy?”
She also said phrases like: “Sorry to interrupt, but in the interest of time” or “bringing us back to the agenda” can also get people back on track without coming off as harsh.

This week’s topic comes from a client’s inquiry.  She is seeking a better way to balance freelance work, her full-time job, and everything else going on in her life.

The word that comes to mind is RUTHLESS.  She will have to be ruthless in her planning, her priorities, AND her follow through.

A solid plan is paramount:

  • Treat this like you have two different jobs – treat the freelance job like you had a boss and you had to show up. If you’re serious about the other responsibility you can’t not do it just because you don’t feel like it. This holds true for freelance/gig/second jobs, volunteer commitments, family tasks, and other responsibilities.
  • Quantify time allocated to each commitment – If you want to work in your freelance job 20 hours a week and your regular job 40 hours a week, get real about what a 60-hour work week will be like. What do you have to say “no” to to say “yes” to this?
  • Plan it out on your calendar – now let’s bring this to life by clarifying what your week is going to look like. Plug into a calendar grid what you’ll do when. Create a spreadsheet beginning with what time you’ll wake up and what time you’ll go to sleep.  (I call this Ideal Week planning – ideally, if all things go well – my week will look like this…)
  • Pledge to yourself that your 2nd responsibility is as important as your day job – not necessarily in hours, but in commitment. Monitor your actions.  Log your time. If it’s not working ask why not.
    • Are you too tired?
      • Are you working with your body clock?
      • Can you swap office and freelance time?
    • What can change?
      • Are you going to bed at the right time?
      • What other work can you delegate/pass on? – hire someone to clean your house, have your groceries delivered, take your laundry to a wash and fold service.
    • Are you motivated enough?
      • How much do you really want to be doing all you are doing?
  • Assess success weekly – is there a friend or coach you can check in with to discuss how it’s going? Or is it enough for you to be accountable to yourself?
      • Did you reach your goals?
        • If so – what worked?
        • If not – what didn’t work?

At the end of the day there are only so many hours. If you are going to say “YES” to multiple responsibilities, what do you have to say “NO” to?

What is the connection between productivity and leadership?

Perhaps the question is how can these two concepts be pulled apart?

  • A great leader creates the environment for their team to be successful; thus productive.
  • A productive leader gets things done – and that’s not going to happen without strong leadership.

Leaders who produce:

  1. Know what’s important and ensures their team focuses on that work
  2. Have systems in place so team-members know what’s expected
  3. Create space for growth, creativity, and innovation
  4. Develop cultures in which team-member contributions matter
  5. Build connections so that team-members feel they belong

 

Want to learn more? This week I share my appearance on Smead’s Keeping You Organized podcast:

 

The Connection Between Productivity and Leadership  – https://www.youtube.com/watch?v=ET-rmKOFh1U